Top 10 Benefits of a Cloud-Based Phone System

1. Fully-Integrated Communications System

Integrating a company’s communications with other business applications for business processes and workflows helps increase efficiency. Business tools that operate in the cloud are easy to deploy, enabling employees to stay connected whether they are in the office or on the go. In this way, the cloud provides a consistent business presence and helps to increase productivity with seamless access to CRM tools, email, instant messaging, voice and videoconferencing.

2. Control Over Modes of Communication

3. High End Business Features

A cloud-based phone system provides small businesses access to the types of network applications that one would typically find at larger corporations. These include features such as a Virtual Assistant, Call Center, Call Recording, and Advanced Reporting. HD Voice IP Phones have superior sound quality.

4. Mobility and Ease of Use

Today’s workplace is increasingly mobile, and small businesses especially need to be able to operate from multiple locations. With a cloud-based system, employees have access to features that allow them to be connected from anywhere so that they can be reached while on the go, giving customer-facing and revenue-producing employees greater control over their productivity.

5. Time Management and Efficiency

Web-based customer portals enable staff to manage their system more efficiently. Full access to a customer’s system and account allows them to spend fewer resources on project management and focus more on work that adds to the bottom line. Cloud solutions can easily integrate with other cloud-based applications, providing mobile employees access to all the features and functionality they need to work just as efficiently as if they were in the office.

6. Flexibility to Scale Up (and Down)

With a cloud-based phone system, businesses can add as many extensions as they need to accommodate heightened call volume, or, if necessary, simply call in to deactivate these extra extensions. Unlike traditional systems, businesses only pay for the services they need for as long as they need them.

7. Business Continuity

A cloud-based communications system is likely to be unaffected by outside factors such as severe weather or other issues that may keep employees from getting to the office. With a cloud-based system, businesses can maintain a consistent presence — and access the tools needed — to keep things running smoothly.

8. Improved Customer Service

With the Virtual Receptionist or Auto Attendant feature, businesses can easily direct calls to various departments and even create greetings unique to a given department. Call Center functionality provides even workload distribution and metrics for monitoring your customers experience.

9. Open Standards IP Phones

Businesses can choose from a wide range of telephone terminals to match the requirements of the user or location. These phones will work on many provider backbones so you can migrate to other service providers without having to buy new equipment. Open standard telephones cost much less that proprietary phone system hardware.

10. Cost Savings

Moving telecommunications off of expensive PBX platforms and to the cloud can be less expensive relative to monthly service rates versus that of a traditional system, helping to reduce costs and, ultimately, increase profitability. Maintenance and repair costs are eliminated.

Granite Communications is New England's premier Cloud Phone Service Provider. If you would like to schedule a consultation to see if cloud phone service would benefit your business, please contact us.

Let me start by saying I never buy extended warranties. When I go to Best Buy and the sales person starts bringing up the extended warranty I tell them "Don't even start, I never buy extended warranties." I guess I am a risk taking fool!I have to give Chris Hoffman from Great America Leasing in Cedar Rapids, IA credit for helping me realize there is a difference between an extended warranty and a maintenance program. He came to Connecticut a few years ago to help us design our managed services program. So why should you cover a business phone system with a managed service program? This post will explain why I believe it's a smart business move.

Technology changes - Back when I started selling small business phone systems in 1986, they were stand alone systems. The software was burned on chips on the processor and the system did it's thing without interaction with your computers or data network. If you needed to interface with another system, you added a card that performed that task. Today, business phone systems are yet another application server on your information network. They interact with client PCs, software applications, and servers. So, when another system is upgraded, if you don't keep your phone system software up to date, you can lose that interaction. A managed services program provides a software upgrade subscription so your systems remains compatible.

People forget - A business phone system can have a transformative effect on your business, but only if people know how to use it. A managed services plan provides for ongoing training and as the system evolves will ensure that new capabilities are actually used.

The way you use the system will change - If you get a bill every time you make a change, then you will hesitate to make changes even though it might make you more productive or provide better customer service. I hear it all the time..."I'll just wait until I have a few changes..." If there were no cost, then you'd make the changes that would benefit your business. A managed service plan allows you to have your vendor make changes with no service charges.

Discounts - Typically, a managed service program entitles clients to reductions on additional business with the vendor. If you are a growing firm, or planning more investments in technology, the savings can be substantial.

Does this mean next time I go to Best Buy I'll say "yes" to the salesperson when she brings up an extended warranty? Probably not. But I believe that a well designed managed services program benefits most organizations.